Logistics & Procurement Officer

Responsibility 1: Procurement and supply chain Management:

Activities:

• Analyse and ensure local market surveys and keep a local suppliers database updated corresponding to the HI needs and criteria (quality, price, service, ethics etc.)
• Make sure to always consider value for money having in mind quality and sustainability of the goods.
• Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc)
• Process the orders and ensure their follow-up and provide feedback to the applicant and inform his/her manager in case of problem.
• Monitor Purchase and service requests updating PSR monitoring chart
• Ensure the adequate filling of purchases files: signatures, presence and validity of the documents
• Follow up all the purchase files of our local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, inform his/her Manager (as much as possible in writing).
• Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers.
• Ensure proper follow up of services contracts

Responsibility 2: FLEET MANAGEMENT:

Activities:

• Define the weekly programme's travel requirements. 
• Ensure the respect of HI movement and transport management procedure.
• Collect and ensure the reconciliation of all documents regarding fuel consumption (fuel voucher, logbook, petrol station detailed invoice…).
• Prepare the Vehicle monitoring chart (VMC)
• Ensure the adequate filling of all documents by the driver and Expats , specially the Log book.
• Archiving of fleet files in a proper way.
• Manage and follow up the transport service contracts.
• Support the Driver / Logistic Assistant to organize and follow up the transportation of the goods.
• Make sure all drivers know the roads, used secure roads and respect the security driving rules
• Supervise the general maintenance of vehicles in link with the Driver / Logistics Assistant.
• Ensure any required training for Driver / Logistics assistant , HI principles, driving…

Responsibility 3: Ensuring the correct management of equipment and IT at office level:

Activities:

• Ensure that Equipment and IT Management Policy is implemented, understood and respected. 
• Be the focal point for IT related issues and requests.
• Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).
• Train/support (or supervise the training) users on how to properly use the equipment .
• Ensure daily monitoring of IT equipment performance and report any issue to the Logistics Department Manager and IT Officer .
• Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication etc.).
• Ensure that the documents related to equipment management are compliant with HI policy
• . 
• Ensuring the physical management of stocks and storage facilities.
• Ensuring the correct management of customs clearance procedures  at Jordan Level. 
• Apply equipment management procedures and written certification of each withdrawal of equipment from stock.
• Ensure the use of and accurate update of the Equipment Monitoring Chart (EMC) and the quality of the data it contains

Responsibility 4: In charge of the general services (expatriate staff accommodation, offices, and storage facilities):

Activities:

• Define the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises
• Ensure that Premises meet the minimum safety and security requirements and analyze the guarantees of insurance after seeking advice from his/her manager.
• Ensure the proper follow up of premises contracts.

Responsibility 5: Organization of seminar, meeting and travel:

Activities:

• Organize travel ,visa and accommodation arrangement according to the travel plan/form, organize the welcoming of staff/guest, manage the guesthouse room vacancies and follow up the maintenance when needed.
• Organize with the project team seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant
• Ensuring the rent of venue or hotel, purchase of flight ticket through the travel agency, and preparing the eventual purchase file

Responsibility 6: Stock management:

Activities:

• Implement the control of the reception and inspection of all incoming materials to stores and reconciles with purchase orders and delivery notes.
• Supervise all trucks when loading and unloading materials and equipment from and to stores.
• Follow the site physical management of stock:
• Use the stock management tool.
• Organizing and distributing the materials within the projects.
• Follow the local transport of materials: choice of transport methods and packaging, planning and monitoring of dispatches, administrative and customs formalities.